The Time Off In Lieu (TOIL) leave rule is one of the default leave types in your Deputy account. Since each organisation will have it's policies around how paid time off in lieu of time worked is accumulated, Deputy Premium does not currently provide an automated way to capture TOIL hours.
Note: For account customisation that allows TOIL accrual to be a more automated process please consider our Enterprise plan.
This article will describe a worked example of a possible TOIL solution in Deputy Premium accounts. It's suitability for your business will depend on your own organisation's policies and procedures.
- Set up steps for TOIL leave
- Using TOIL day to day
- Other TOIL scenarios
Set up steps for TOIL leave
Before you can use TOIL leave in Deputy Premium there are a few steps to configure in your account:
1. Create an area in the schedule for capturing excess hours
As well as creating your regular work areas in your Deputy location, you can create an extra area for capturing your team member's excess hours that will count for TOIL.
In this example, the Area has been named "Excess hours for TOIL".
2. Add the Pay by Area pay rate for team members who are eligible for TOIL leave
In the employee profile, click on the Employment tab then Edit. Add their regular hourly rate (if you have not already, then click Add pay by area. Select the Area from the drop-down menu you added in Step 1 and leave the pay rates as $0. Click Save.
3. Add the TOIL leave type to team members eligible for TOIL leave
While still in the employee's Employment tab click Edit then Add leave entitlements to add the Time off in Lieu leave rule to their profile. Click Save.
Once you have completed the above three set up sets you are ready to start using TOIL leave.
Using TOIL day to day
1. Managers tracking the accrual of team member's TOIL leave
Let's work through an example where the team member works unplanned hours on top of what they are scheduled and agrees to take the excess hours as TOIL leave on another day. What if I want to schedule excess hours to be taken as TOIL?
In this example, Steve is scheduled to work a regular shift from 1:30pm - 7:30pm:
However, Steve ended up needing to work an extra hour and it was agreed that the extra would be taken as TOIL at another time rather than being paid for the extra time worked on this shift.
Steve clocks off for his shift at 8:30pm, 1 hour later than scheduled and this is recorded on his timesheet when the manager reviews it on the Approve timesheets page. The manager can:
- click on Import scheduled details to reinstate the timesheet to the originally scheduled hours
- the manager can add an optional journal note or timesheet comment to say why they are amending the timesheet and noting they are adding excess hours worked to the leave TOIL balance.
- Approve the timesheet as usual
- Click Add timesheet to create the excess hours worked timesheet.
Select the team member's name and the date of the excess hours worked to create an unrostered timesheet by clicking Add timesheet. From the Are of work drop-down select the area you set up previously for Excess hours.
Enter the start and finish time of the excess hours worked and click Approve.
Now the manager needs to click on the team member's name to be taken to their employee profile and select Leave on the left-hand side then Edit current balances.
Add the total excess hours worked value to Time Off in Lieu.
1 hour of Time Off In Lieu leave is now reflected in the team member's leave balance.
2. Team members requesting and taking TOIL leave
The team member is able to view and track the changes the manager has made in the above example.
If they view their timesheet history they can see that their manager has updated their timesheet to their original schedule hours and removed the excess hours they recorded. However when they view their leave balance they can see that the leave balance was updated on the same day with the equal amount of TOIL hours.
When the team member is ready to take TOIL leave, they can send a leave request to their manager selecting the TOIL leave type for approval.
3. Approving and exporting for payroll
Once the TOIL leave timesheet has been approved by the manager and the start time of the leave timesheet has passed, the leave amount will be automatically deducted from the team member's leave balance can be exported and the timesheet can be exported to payroll.
In the example below all three timesheets in our example have been displayed on one screen to show the details of each timesheet. We can see:
- The timesheet for the worked shift in the kitchen where Steve is paid for only the original scheduled hours of 6 hours at $20 per hour
- The timesheet to record the excess hour worked by Steve but does not attract any pay since it was set up as a Pay by Area with $0.
- The timesheet for the TOIL leave being paid at $20 per hour.
The team member can also see each of the three timesheets when they login as well and tap on each timesheet to see the details.
Other TOIL scenarios
Scheduling excess hours in advance to be taken as TOIL
In the example described above we discussed the scenario of TOIL leave accrued by the team member as a result of working unplanned excess hours from what was scheduled.
If you have an agreement with a team member to schedule excess hours in advance of a shift and it is understood that these hours will not be paid but instead accrue TOIL leave then there are some other considerations, such as how to communicate which shifts or portion of a shift are for paid hours and which hours are intended to accrue TOIL?
Option 1 - if the entire shift is intended to be worked to accrue TOIL
Simply schedule the team member in the Excess hours TOIL area. They will clock in and out for the shift as usual but when the timesheet is approved by the manager, it will generate $0 payrate due to the Pay by Area configuration already set up. The manager can then assign the equivalent accrued TOIL hours to the team member's leave balance as described above.
Option 2 - if only part of the shift is eligible to accrue TOIL
Let's look at an example where the team member is scheduled for a regular 8 hour shift but there is an arrangement where the manager might schedule the team member for an extra 3 hours with the agreement that these hours accrue TOIL.
In this scenario, it may be too cumbersome to schedule the team member in both the working area for 8 hours and then and the excess TOIL hours area for 3 hours and expect them to remember to clock in and out of each shift at the shift changeover point.
It may be easier to schedule the team member for the entire shift in the working area with a shift note to inform them that the extra three hours are to accrue TOIL.
This allows the team member to clock in and out as usual however the manager will still need to manually amend the worked timesheet as described above to:
- reduce the worked timesheet to 8 hours
- add a timesheet for 3 hours in the Excess TOIL area
- add the three hours to the team memeber's leave balance
Using TOIL with pay rates from our pay rate library
In the example described above the team member has been assigned simple hourly pay rates. If the team member has instead been assigned pay rates from Deputy's pay rate library then the manger may need to review the timesheets for any shift loadings or other premiums that have been automatically added as result of the team member working excess hours.
If shift loadings have been added that are no longer relevant once the excess hours have been instead converted to TOIL accrued hours then they can be manually removed as required.
Click on the - sign to remove a shift loading and then approve the timesheet as usual.